Customer Engagement & Dynamics CRM Forum

Expand all | Collapse all

Dashboard creation best practices for users

  • 1.  Dashboard creation best practices for users

    SILVER CONTRIBUTOR
    Posted Jul 19, 2019 02:11 PM
    Hello!

    Does anyone else create cheat sheets to give to your users on creating a dashboard. I was wondering if there is a best practice on your users creating personal dashboards. As the admin, is it a best practice to train my users on creating dashboards, or should I simply set up each individual's dashboard depending on what he or she wants to view? We are on D365 Version 9.

    Thank you for the advice!

    Mary Lauren

    ------------------------------
    Mary Lauren Hughes
    CRM Administrator
    InfoWorks, Inc.
    Nashville, TN
    ------------------------------


  • 2.  RE: Dashboard creation best practices for users

    SILVER CONTRIBUTOR
    Posted Jul 19, 2019 05:31 PM
    We train ours users, but it did end up getting to messy. We ended up having tons of personal dashboards and to many to manage. Users would run a query to determine numbers or a list of items and save it as a view and then not delete it, so we had a lot views/dashboards from 2012, that I had to go in and clean up. We have a champion user team implemented, which is 1 person from each group who can create these personal dashboards. They are trained on what to save and if they should just export a query to excel if it is just a 1 time run and how to manage them.

    ------------------------------
    Kaylea Stuart
    Salt River Project
    Tempe AZ
    ------------------------------



  • 3.  RE: Dashboard creation best practices for users

    D365UG/CRMUG ALL STAR
    Posted Jul 22, 2019 09:48 AM
    Right now we allow our users to create Dashboards.  We have trained a CRM Champion in each of our offices and they are kind of the "go to" CRM person and they train their team.  We let them decide if they should train their users to create Dashboards or create them for them.  My main fear is that they will create certain views that they think include what they want, but they might not capture all the correct criteria.  We are just rolling out CRM in our offices, so I am not sure where we will land on this....

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------



  • 4.  RE: Dashboard creation best practices for users

    Posted Jul 22, 2019 10:13 AM
    Mary, it depends on what the Dashboard/view is trying to show. A best practice would be to train your users to reach out to your CRM "go-to" person and talk to him/her about the requirement before starting to build anything. If he/she thinks that this is a personal requirement then let the user build it(guide him to build it if need be). Otherwise if the requirement is more generic and can be helpful to others as well, then it is better to take it as a requirement to build as a system dashboard.

    ------------------------------
    Sunil Raheja
    Aha Apps
    Glen Allen VA
    https://www.ahaapps.com/microsoft-dynamics-crm/
    ------------------------------



  • 5.  RE: Dashboard creation best practices for users

    TOP CONTRIBUTOR
    Posted Jul 22, 2019 11:50 AM
    I think it also depends on the size of your organization and the degree to which your users like to work with data. When we got started we just build a few system dashboards that were usable for everyone. As individual user's needs were growing we let those who were interested in it experiment with dashboards themselves. I would provide links to trainings on Youtube and have some standard explanation ready that described the most important features of our data for any user who wanted to build something (those ended up being very few in the end anyways). As we grew we had to become more structured in our approach though and now we also have the above mentioned "Champions" in place whom we train or provide training materials for. When it comes to generic functionality i try to refer my users to the training materials that are freely available on the Internet and only when it comes to the customized data model I jump in and provide input to the champions. For example, when someone comes to me with a question about whether i can build a view or dashboard for them - I give the champion instructions on which fields/filters/charts/views/ etc. to use but how to puzzle it all together that's for them to figure out. Only if they have tried to build it themselves and couldn't get it to work is when I jump in. This is my personal approach to keep myself sane ;)

    ------------------------------
    Sissy Bottcher
    Business Process Innovation Specialist
    StudyPortals
    San Diego CA
    ------------------------------



  • 6.  RE: Dashboard creation best practices for users

    Posted Jul 22, 2019 01:09 PM
    Agree with the other responses here, it entirely depends on your organization. Often having a super-user/power-user of sorts on each team (or in each functional role) is good because they are more in-tune with the hands-on needs of their team/role. However, what often ends up happening is that people just dump CRM chores on the super/power-user, rather than working with them to learn to do things themselves. Dashboard creation (probably) isn't a daily occurrence though, so I would guess that it is less likely to be an issue in this case.

    For my organization, a lot of the information that needs to be in the desired dashboards is team-based (i.e. the Sales Team's Pipeline), so what we've leaned towards is creating the necessary dashboards/views/charts and then assigning those items to the relevant Teams (rather than to individual users). This means creating and then assigning these items for the teams, but only having to do it once (instead of for each member of the team).

    The rest of the dashboards tend to be centered around an individual user, but the context of the information is only relevant to a single team (e.g. My Sales Pipeline). In this case, I apply the same rule re: ownership - I assign the dashboard/charts/views to the Team so that all of the members of the team can see and use them, but only the members of that team can see them (so the views/charts/etc. don't end up cluttering other peoples' experience of CRM).

    In this way, if a key person leaves the team or the organization, the rest aren't stuck with views, charts, and dashboards that they can't update or delete, and the clutter doesn't build up over time.

    Speaking of users leaving the organization, it's definitely a pain because a ton of clutter gets left behind - but I believe it can now be managed with a couple of tools (see this post, point #2: https://community.dynamics.com/crm/b/dynamicscrmtipoftheday/posts/tip-517-disabled-user-s-personal-views).​ I think there are also tools available in XrmToolBox, but I can't recall the name of them at the moment.

    Hope this helps :)

    ------------------------------
    Katherine Taylor
    CRM Administrator
    Toronto Region Board of Trade
    Toronto ON
    ------------------------------



  • 7.  RE: Dashboard creation best practices for users

    Posted Jul 22, 2019 01:09 PM
    It really depends what your using dashboards for. In our company we moved all KPI reporting to Power BI instead of building it in CRM, because dynamics is just a mess with how it handles views, graphs and dashboards. This alone cleaned up our system tremendously. This is strongly something to consider doing, and Power BI integrates as a Dashboard.

    Personal views and dashboards, we started off a similar path where we let users do whatever, and found ourselves with hundreds of views, graphs and DB, that off and on got used. It does help to have a champion or hold managers responsible to managing the departments CRM needs and communicated that back to IT to setup. I have also found its easier to train user to export into excel instead, as more than often they just need the data temporarily and not forever.

    ------------------------------
    Jefferson Daniel
    Sun Valley Solar Solutions
    ------------------------------



  • 8.  RE: Dashboard creation best practices for users

    TOP CONTRIBUTOR
    Posted Jul 22, 2019 01:28 PM
    Thanks Katherine and Jefferson for bringing up the topic of cleanup! Yes, I completely agree! Personal views quickly become a mess and cleanup is essential. I use XRM Toolbox (there are several tools available for cleaning up Personal Views) when a user leaves and delete everything they created unless it's one of our Champions or a team manager. Then I check which of their views are shared and reassign those to the appropriate team if necessary.

    And yes, Jefferson - I really want us to move to PowerBI as well. I'm heavily advocating for it these days and hope that we can reach to having our most important dashboards migrated there within a few months in a way that reduces the need for personal ones.

    ------------------------------
    Sissy Bottcher
    Business Process Innovation Specialist
    StudyPortals
    San Diego CA
    ------------------------------



If you've found this thread useful, dive deeper into User Group community content by role